BPA Meeting Minutes - All of 2008 - Village of South Bloomfield

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RECORD OF PROCEEDINGS Minutes of Meeting

DAYTON LEGAL BLANK, INC., FORM N0.10148

Held. _____________________ ___;___20 ___ _

The South Blooriifidd Board of Public Affairs met in regular session at 6:00 p.m. on January 8, 2008. Present at the meeting were Michael Cline, Frank Leone; Kelly Estep, Richard Carpenter, Mayor Wilson, Joe Alleri and Bill Carl.

The meeting was called to order at 6:00 p.m.

The Board went into executive session until 6:45 p.m. Mr. Allen left the meeting at this time. A motion was made to come out of executive session by Richard Carpenter. Seconded by Mike Cline.

The minutes were read and approved.

Mike Cline said a meeting was scheduled with Ashville tomorrow at 3 :30 p.m. to ask questions. Next Thursday, the meeting with the school is to ask questions on the water supply.

Frank Leone informed us that he could figure the cost with a model after someof these questions were answered to let us know if the cost is benefic~al Ol}.e .way or. the otiier .

. At 7 :00 p.m., Matt Pettibone, Utility Committe arrived at the meeting.

Mike Cline mention the transfer switch and said the $4500.00 would be better.invested tow~d a new plant instead of getting this now and just take the chance if we may need to rent a generator. It was suggested to call the Electric Company and find out some answers on this issue and make sure all legalities are in order. Bill Carl said he may get them to loan us this according to the specs that. Frank Leone has .

.

Mike Cline made the motion to give the specs to Bill Carl so he can ask the electric company for possible help to save money on this $4500.00. Second by Richard Carpenter.

A discussion was held on the brine Tank. Mike Cline said Dave Matthews wants to talk more with other people before trying to cut into this tank, so will talk more at the Iiext meeting.

Mike Cline brought up why couldn't we fill in the clarifiers and put salt barn or something with this, but was told by Mayor Roese that we could not do this because of the loan agreement with OWDA stipulations and that it has been abandoned .. Frank will find out more on this and we will salvage what we can.

Frank Leone brought up a discussion on the school meeting and went over some data. There will be more on this after the meeting with the school. Questions like, Where do we want to start with them on the loop and the tap fees. Also Fire suppressiOn. Dominion Homes would pay back the school for part of the loop possibly .. The Board felt this was a good idea to bring up at the meeting.

. .

EPA Inspections reports gave 45 days to make a response. Mike Cline and.Frank Leone have a copy of this report. Frank will bring it to the next meeting. We need the signature copy of the contract and it needs to be sent to Ohio EPA. We need to ask Kate . The Mayor did sign and it went through council according to Bill Carl and it passed. Bridget said she did not have a copy of it and she needs it as soon as possible.

What will the Village do with these wells? We are still waiting on Gary Northup Mike Cline will speak with him tomorrow.

Bridget would like a report on the water loss on a monthly basis. We need to come up with backflow and backwash loss. This will be partly from meter readings versus water used. The water park pays for their losses. Phyllis needs to do monthly report and send it quarterly. Frank Leone will help in part of this backflow, etc.



Held. ________________________ 20 ___ _

A motion was made to contact the Village Solicitor to find out the cost to make an imminent domain case with Gary Northup for three (3) acres of land needed for well land fill was made by Mike Cline and seconded by Richard Carpenter.

Richard Carpenter made a motion to hire Charles Allen Jr. on a salary base as our new Waste and Water superintendent based on his qualification. Second by Mike Cline.

The Board recommends taking this to Council for finalization. Mayor Wilson.asked for a copy of his resume for the Council to review at the next council meeting.

A motion was made to adjourn by Mike Cline and seconded by Richard Carpenter.

Meeting adjourned at 8:30 p.m.

e Tax Clerk


DAYTON LEGAL BLANK, INC., FORM NO. 10148

Held. _______________________ 20 __ _

The South Bloomfield Board of Public Affairs met in regular session on Tuesday, February 12, 2008. Attending the meeting were Mayor, Richard Wilson, Joe Allen, Frank Leone, Mike Cline, Bill Carl, Richard Carpenter, Matt Pettibone, Shawn Costlow

. and Kelly Estep.

The meeting was called to order at 6:00 p.m. The minutes were read and approved.

Shawn Costlow was sworn in by Mayor Wilson.

The meter reader application was brought up. A backgrol:ind check needs to be completed.

Mike Cline stated that we need to backwash in water lines again and to insert a notice in the upcoming newsletter. We will set Tuesday, March 11th to start. Also inform residents not to use hot water during the time of flushing as usual.

Frank Leone brought up communication between the new sewer operator and EES. They want to be kept in the loop. We need to find out what direction Jcie Allenwants to go and whatever needs to be shared between the two. Joe's role and EES's role needed to be worked out at this time. Joe Allen needs to be in charge of both plants, but EES needs to be the one on water changes and any signing for EPA reports.

Matt Pettibone would like to have a written procedure on how the Village flushes the water lines.

Mike Cline stated that we need to check the fire hydrant at Northup A venue towards the water plant on the left hand side to see if it needs to be in the flushing program and if it is working properly .

. A discussion was held on the Circleville Herald article regarding the water department and the chlorine content in the water, etc.

EES, Frank Leone, Dave Matthews, Ernie and Steve Cantor would like Joe Allen's phone numbers.

Frank Leone presented a quote for brine tank heaters. The quote is from Air Plastics Inc. in Mason, Ohio for $3250.00.

Frank Leone got specs ~ Bill Carl to go to the electric Company (per discussion from last meeting) Bill stated he put in a request with AEP and is still waiting for their reply. He will keep the Board updated.

Frank Leone stated the Village could fill in clarifiers to build anything they would require. The Board would like a letter from OWDA to state it is okay with them and also to check into selling off scrap, etc. to get funds to fix things in the Village plants~ Frank Leone gave Mike Cline a copy of the explanat~on for Ohio EPA.

A letter was presented from the Harrison Township Fire chief, Frank Welsh, with ideas on what will be needed in negotiations with the new South Bloomfield elementary school. We are to get a copy of this letter from Harrison Twp Fire Department.

Frank Leone also presented a rough idea of what Gary Northup's property is worth. The Pickaway County.Auditor's website lists the property at $1,650.00 per acre and it. is classified as flood plain. This was given to Frank by Chuck Dragga from EES.

Frank Leone stated that grants don't have to be paid back The loan portion was at zero interest. Mike Cline informed the Board what the grant money could be spent on~ We



has to be used to improve the water plant. We are trying to include wells oil this as long as it deals with improvements. A discussion was held on this. The Board gave Frank permission to write a letter of extension for this. He will bring a copy to the next

meeting.

Mayor Wilson questioned the well fields. Mike Cline stated you can put in but you just can't use them yet. The cost is $90,000.00.

Frank Leone left the meeting at 7:35 p.m.

It was requested to have an agenda for future meetings.

Joe Allen had some question from his first week as an employee. There wasa discussion on the lift station, Mud Run, Sludge estimates and state projects. He would like to build an office in the Plant main area and will bring in some estimates. He thinks it will cost a few hundred dollars. The Board reviewed the well mandates and looked at the drawings and specs. Joe informed the Board on how hard Bob Thompson is working and that he is a great helper.

A discussion was held on Kinder Consulting. This information was given to the Board a while back. Mayor Wilson asked the board if this is an option and Mike cline stated that he would like to meet him first and go over specifics. This will be carried over to the next meeting and will be put on the agenda. Richard Carpenter asked Joe Allen about Kinder and Joe informed him about his experience with this engineer, etc. The Board will stay with EES at this time.

Rickard Carpenter made a motion to approve an office in the Plant for Joe Allen at a cost of$400.00. Mike Cline seconded. Vote all yeas. Fund will need to be appropriated for this.

The minutes from the January meetings were not in the proceedings book. They need to be located and put in the book and will need to be signed by Mike Cline.

Mayor Wilson brought up the proposal draft agreement with the Village of Ashville. . There are no number figures at this point, but we may need to look into this for emergency purposes. We do need to improve our relationship with Ashville. The Board will look over this for the next meeting, but we really need some figures .first. Then we can think about lawyer's fees later.

Shawn Costlow brought up the wording on the final notices for past due utility bills. The Board asked what he would suggest for the wording. There was a discussion on this and it will be brought up at the next meeting.

Mayor Wilson brought up about a plan for storm water. He requested that Joe Allen be the head of the storm water division. This will have to be brought before the council members. Right now we are just talking about this for future development. The Board feels it is okay to continue to develop this division. Mike suggested this go to the Utility Committee and Joe Allen.

A motion was made to adjourn the meeting by Shawn Costlow. Seconded by Mike Cline. Vote all yeas.

The meeting adjourned at 9:00 p.m.

Tax Clerk

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11, 2008. Attending the meeting were Mayor Rick Wilson, Board members, Mike Cline, P~nt, Richard Carpenter and Shawn Costlow. Also present were Bill Carl, M~

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Estep, Income Tax Clerk.

The meeting was called to order at 6:20 p.m. Minut~s were re~d and approved.

Joe Allen and Bob Thompson reported that the grit machine is not working properly. It's not taking the grit out. Dave Matthews and Ernie from EES are aware of this. We need to check with Lakeside to see if it is still under warranty. Dave Matthews stated there. was a-letter serit to them a while. back. We rieed to keep up with this issue. Need to report.back.with an update atthe next meeting.

Joe Allen has a list of things at the plant that need to be repaired. It is just little things, a valve, feed line in the second digester that will need to be corrected. Steve Canter asked Joe Allen if that was on the punch list. Joe state~ he did not have a copy of this list. Frank Leone will get a copy for him. Joe Allen said he would give EES a copy of his list also.

A discussion was held on the video which was of the inspection line going to the roadside rest.

Mayor Wilson questioned whether the ptimps were in yet .. Theywere supposed to be in . March 10th and they are still not in. Joe Allen will cali to see what the status is on Wednesday morning. The snow last week held up some deliveries. Mayor Wilson also asked how far they were and Joe said it was up to the ho~se on the comer.

The report on the repair for the damaged line to the lift station at Mud Run was discussed. Mayor Wilson asked if we should re-submit the bill for the repair since we had to fix the line they damaged. The contractors stated they drilled the hole wrong, etc. OUPS marked the spot and the contractor did not drill where OUPS marked it. A bill will be re-submitted.

It was brought up about the response to Bridget Marchios' letter on the Water Plant inspection. Mike Cline said he sent the letter and Bridget approved it and it is signed. Mike will bring the signed copy for the office files.

On Call contracts for emergency repairs were received from Digger McCray, Nutter Excavating and Sam's Excavating. Joe Allen recommended Digger McCray and suggested the Village send letters of thanks to the other in case we would need them in the future.

Mike Cline made a motion to make a year contract with Digger McCray with specifics on what the job entails for emergency repairs for the Plant. Seconded by Richard Carpenter.

RECORD OF PROCEEDINGS . Minutes of

Council for their approval. Held.~~~~~~~~~~~~~~~~~~~~~'"--~~~~~

using the one from the old plant. Joe Allen stated that Toole Electric felt comfortable with hooking it up. EES also said it was okay. They just sent a memo based on what

Claypool reported. Joe Allen stated the capacity was 200 when questioned.

The subject of the Auto Dialer was brought up. When the electric went out the auto dialer did not call anyone .. They will reprogram and check why this did not work with the power outage.

A report was given on the Mud Run Lift Station. Joe Allen said everything is here and it is moving along. The snow slowed up the project a little; They will keep up with this.

Recommendations were made for the Water Tower. They were installation of mixing pump, fill line from outside to extend internal line was brought up and discussed with EES. Joe Allen had some questions for them. Some were answered and others will be brought back to the next meeting. EES presented reports on this project which I will attach to the minutes.

The well approval document from EPA was mentioned. Mike Cline said he would give a . copy of this for the office. Frank Leone also stated he would send Mayor Wilson one on Wednesday.

EES presented a report on the water system background. The reports is based on Council and the Boards questions that were brought to EES. Also in the report was the existing demand and water system supply and treatment capacity. A discussion was held on water loss. Joe Allen mentioned that some of the water loss probably comes from the 27 thousand gallons fot usage on washing at the plant. That could make up for the 18% difference that Mayor Wilson came up with from our billing report versus what EES came up with.

The report also brought up existing capacity, summary of existing conditions and potential improvements. A discussion was held on capacity figures from Ohio EPA and Rick Wilson versus EES. It was stated that EES's capacity of 140,000 versus what plant is registered for 250,000. There will be more on this later. The Ohio EPA was discussed. They will call Bridget Marchio for more date definitions and figures. This will be discussed more at the next meet:U;.1.g.

A discussion was held on the design of the plant and the tanks with Artesian. Also about Bridget Maichio's report of average daily flow which is 125,000.

Steven Canter stated he would call Bridget Marchio and clear up with EPA the definitions and capacity issues as did Mayor Wilson.

Meeting


possible cost impact on users rates. The rates are in the report. If the Village does not Held grow, this would not need to be completed, but if it starts growing, this is ~ something to

think about.

Frank Leone and Steve Canter also gave a letter of40/30 waiver approval which states by 2012, a monitoring plan will have to be done for this type of monitoring the EPA is implementing that they want done. Mike Cline said that-Bridget Marchio with the EPA did mention this waiver and we are fine until 2012. . .

Mike Cline made a motion to recommend to CouriCil to .make an Ordinance . Conservation, especially for the peak usage and when pools are being filled. Seconded by Richard Carpenter. Vote all yeas. Motion passed. -. .

Joe Allen said he would get with Mike Cline about writing the ordinance to submit to council and they would do it very soon. Mike stated it would take three (3) readings for approval which is six weeks and this would run into summer.

Mike Cline asked how much money was left from the sewer plant project. It was mentioned that there was $371,000.00 and Frank Leone said not to forget that with. the Nutter Contract $120,000.00 would be subtracted from this amount once the project was

. completed and their contract was fulfilled.

Mayor Wilson brought up the proposal for the operator at the Water Plant to Frank Leone and Steve Canter with his amendments. Steve stated he had no problem with the changes and he would get another contract back to us with the corrections. They also asked EES the cost of removal ofbio-solids. Frank said he would send that over the next day.

Richard Carpenter made a motion to change the wording of the proposal contract with EES. Seconded by Shawn Costlow. Vote all yeas. Motion passed.

Frank Leone and Steve Canter left the meeting at 9:15 p.m.

An increase was discussed on the sewer and water tap fee Ordinances. These need updated.

A motion was made by Richard Carpenter to accept Ordinance No. 2008-09 to raise water connection fees to the new rates. Seconded by Shawn Costlow. Mike Cline voted no. He would like to see the rates higher. This was then tabled for further discussion.

Mayor Wilson and Matt Pettibone brought up the higher percentage of our water is being used by our commercial users. Could we increase higher users as such to encourage conservation at the gallon rate? Possibly 12,000 would be the line. This will be discussed further. We need to look at the legality of this for the next meeting. We will send this to our Village Attorney to find out about residential and commercial users.

RECORD OF PROCEEDINGS Minutes of

done much on this and need to take care of it. Held.~-,.-,-~~---,,--~-=----=-=:----=~::-==----=-~~--=----=~~~=---=--~--=--=-

claiming it is very loud. Joe Allen checked it out and the only loud noise he could find was the alarm noise. The resident was told if it happens again to let us know right away to see if we can find out the source of the loud noise.

A discussion_was brought up by Joe Allen on the project for the mixing system and the possibility to save money. He showed the board some_ figures and gave information he

. had received from the company. We need to get Joe's notes on this~ Will talk more: about this matter when more information surfaces.

Joe Allen talked to a person named, Bob, with the Compamu HD to spend $3500.00 to look at the pumps with the cameras and come back with the proposal to fix the lines or pumps on what the findings are. There will be more on this later. Mike Cline did not know if we needed to do the pump test or not. After a discussion, Mike Cline said to have the proposal at the next meeting. This would include pulling both pumps and video cameras on both lines, etc .

. A motion was made to spend the $3500.00 for the proposal test on the pumps. Seconded by Shawn Costlow. Vote all yeas. Motion passed.

Joe Allenpresented information on the antenna for the towers for some kind of marks. They said it was free. He gave the board the contract to look at for the next meeting.

Mctyor Wilson brought the Kinder Proposal. The board looked at this. Mike Gline said he has called and the person never got in touch. Mike said he would try again. This is $600.00 savings to the Village. If Mike can set up a meeting with Kinder, they will discuss it further.

A motion was made by Richard Carpenter to adjourn. Seconded by Shawn Costlow. Vote all yeas. Motion passed.

Meeting adjourned at 11 :00 p.m.

Kelly Estep, Income Tax Clerk -

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Meeting



Held._ --'----~------------'---..,....-------:---:-------20_ -----'---e out oom 1e oar o _Pu 1c A fairs met.in special sessfon on Thursday, March

20, 2008. Present at the meeting were May~r Rick Wilson, Kevin Kinder; _with Kinder Enviromental, Board Members, Richard Carpenter, Shawn Costlow, Joe Allen, Water Superintendent, Matt Pettibone and Kelly Estep, Income Ta.X Clerk. Mike Cline, President, arrived atthe meeting at 7:55 p.m.

The meeting was called to order at 6:35 p.m.

MayorWilson began the meetingtalking about the meeting held on March I.1th.with EES. Rick visited with the EPA officials the next day and spoke With the person who handles

. water consumption~ Our plant is rated for 250 tho~sand gallons of water. He said tp.at once we reach an 80 percent of this capacity, we need to think "about expanding at that time. At 90 percent, definite plans would have to be done. We could run this plant as .it is for now, as long as we get the wells fixed. Estimates to do this will be coming this week. The.company hired-for this estimate.are already doing this according to Joe Allen. A rough estimate maybe 50 to 60 thousand to fix the wells.

They returned to the subject of EPA. Rick Wilson catne back from the meeting with EPA and no sooner than he got back, he had a .message to .call Frank: Leone as soon as possible. When he returned, it was too late to call, so he was going to call first thing on Thursday morning. He received a memo dated March 12th. The memo had the same information he received from EPA the previous day. A discussiOn was held on this . memo and the previous menio and they were not consistent. The Board thought that with all the new inforination, there inay be a conflict of interest on this and we may need . . someone else to operate the plant other than EES.

Shawn Costlow made a motion to dismiss EES as operator for financial reasons and conflict of interest. Seconded by Richard Carpenter.

It was brought up to have -Kinder Enviromental. help us with the operatfon ofthe water plant. Rick Wilson had presented this to Council on Tuesday to_ see how they felt about dismissing EES, so that if the Board made the recomD:lendation to .hire someone else, it could go into effect at this time. /\. discussion was held on how much time to give EES before letting them go and_ it was suggested not.to have them return.

A motion was mad to have Kinder Enviromental as operator on record per the contract signing by Shawn Costlow. Seconded by Richard Carp~nter.

Mayor Wilson passed out the Circleville Herald notification of this special meeting.

A discussion was held on Kinder' s plant operation contract. The Board received some input from Joe Allen's experience working with Kinder. Kevin said he would do all that is necessary to help. James Welsh works "for Ashville and he would come over after his job in Ashville was completed. It was brought up that what if we have a problem while Mr. Welsh was working for Ashville. It was explained that he was flexible, so now the contract needs to be reworded to make sure the Village will have operator on hand if an emergency would arise.

R-ECORD OF PR9CEEDINGS Minutes of

DAYTON LEGAL BLANK, ING., FORM N0.10148

ey are not sure at this point.. That is something to

It was brought up about the meter reader being let go due to not reading the meters correctly. Gary Shelton and Ray Speakman, the street workers, read the meters this month. If the Board of Public Affairs would lik~ to pay them, they will offer them this position. A discussion was held on whether they would have enough time to do this with summer approaching. This will be discussed later.

Mike Cline arrived at the meeting at this time.

A motion was made to adjourn the meeting by Richard Carpenter and seconded by . Shawn Costlow.

Meeting adjourned at 7:40 p.m.

Mike Cline, President

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Meeting

RECORD OF PROCEEDINGS Minutes of South Bloomfield Board of Public Affairs Meeting


Held April 8, 2008 20 __ _

. THE SOUTH BLOOMFIELD BOARD OF PUBLIC AFFAIRS MET IN REGULAR SESSION ON TUESDAY APRIL 8rn 2008. PRESENT AT THE MEETING WERE, MAYOR RICK WILSON, PRESIDENT OF THE BOARD MIKE CLINE, MEMBERS RICHARD CARPENTER KENNY CORDLE AND WATER SUPERINTENDENT JOE ALLEN.

THE MEETING WAS CALLED TO ORDER AT 6:20 PM

PLEDGE

SHA WNCOSTLOW CALLED TO SAY HE WOULD BE LATE.

THE MINUTES WERE READ AND APPROVED FOR SIGNATURE.

FIRST ON THE AGENDA WAS AN UPDATE OF THE GRIT MACHINE, JOE ALLEN STATED THIS WAS FIXED AND WORKING PROPERLY. THE BOARD ASKED IF THERE WERE OTHER ITEMS THAT NEED TO BE ADDDRESSED.THER WAS LITTLE DISCUSSION ON THAT.

TALK OF CARL MORRISON'S WATER METER: WE NEED TO CHARGE FOR PLATE PART AND OR HA VE HIM BUY A NEW METER. DON'T KNOW YET WHAT CHARGE WOULD BE FOR PART WE NEED TO LOOK AT THE METER FIRST.

SHAWN COSTLOW SHOWED AT 6:45 PM

.NEXT DISCUSSION WAS ON SEWER TAP, MAYOR WILSON UPDATE THE BOARD ON WHAT THE COUNCIL IS ON WHICH IS THE 3RD READING AND I ST READING ON SEWER THE LAST COUNCIL MEETING WAS 4.-7-08

THE MAYOR UPDATED THE BOARD ALSO THAT THE COUNCIL AND PEAK DAYS THE COUNCIL IS ON 2ND READING RIGHT NOW.

THE BOARD LOOKED OVER THE NEW SHUT OFF NOTICES. THE BOARD LOOKED AT THE NEW NOTICE AND THEY DECIDED THAT WE WOULD GO WITH THE NEW NOTICE. ~

MAYOR BROUGHT UP HAVING SHUT OFF NOTICES IN ENVELOPES BEFORE WE PUT ON THE DOOR.

MOTION MADE TO PUT NEW SHUT OFF NOTICES IN ENVELOPLES MADE BY SHAWN COSTLOW AND SECONDED BY MIKE CLINE. RICHARD YEAH.

BOARD MADE A MOTION TO AMMEND WATER ORDIANCE TO COUNCIL ABOUT THE POOLS BEING FILLED AND THAT THE RESIDENTS NEED TO COME IN AND FILLS OUT A FREE PERMIT TO DO THIS AND WE WILL GIVE

RECORD OF PROCEEDINGS Minutes of South Bloomfield Board of Public Affairs


Meeting

Held Apri 1 8, 2008 20 __ _

THEM THE DATE TO DO SO. THIS WAS MADE BY MIKE CLINE AND. SECONDED BY RICHARD CARPENTER VOTES ALL YEAHS. THIS SHOULD BE IN NEWSLETTER ALSO THE BOARD SUGGESTED SENDING LETTERS TO POOL OWNERS ON LIST BY 1 ST OF MAY ALSO. .

REPORT ON REPAIR OF DAMAGED LINE TO LIFT STATION AT MUD RUN. JOE SAID THIS WAS DONE STILL WORKING ON THE BILL

MOTION MADE BY MIKE CLINE ABOUT GETTING LETTERS OUT FOR BACK FLOWS STARTING MAY FIRST THRU WL Y THIRTY FIRST THEN MAYORS COURT. LETTER ABOUT THIS SENT IN THE BILLS AND NEWSLETTER SECONDED BY RICHARD CARPENTER VOTE NO BY SHAWN COSTLOW.

METER READING ACCURACY. THE BOARD WOULD LIKE TO SEE THE STREET PEOPLE READ THE METERS ONE MORE TIME THAN HIRE SOMEONE, BECAUSE GRASS CUTTING WILL PROABL Y BE GETTING IN THE . WAY OF THEM BEING ABLE TO DO THIS ANY FURTHER. NEED TO LOOK AT HIRING SOMEONE ELSE AND GETTING THEM TRAINED.

TOWER RECOMMENDATION FROM EPA.. INSTALLATION OF MIXING PUMP. JOE GA VE UPDATE TO THE BOARD SAID COMP ANY msT GOT OUT FRIDAY, WILL HA VE MORE INFORMATION NEXT WEEK DID SAY THAT WELL ONE HAS HOLE SO THEY TREATED IT. CASING AND SCREEN WAS FINE SAID GRAVEL IN THERE BUT DIDN'T GO THRUTHE SCREEN, SAND AND GRAVEL GONE AND ALL CLEANED OUT. LEFT THE PUMPS ALONE THEY ARE STILL GOOD. (TWENTY AND TWENTY FIVE HORSE PUMPS). $ 9500 FOR WHOLE BILL WITH THE ADDITIONAL WORK. BFT'S NEED TO GET PRICE BEFORE WE DO ANYTHING. STILL LOOKING IF WE CAN GET THIS DONE CHEAPER. ASK JOE MORE ABOUT THIS SUBJECT*********

REPORT ON ROADSIDE REST PROJECT. SHOOTING FOR MAY 1 sTTO BE ON LINE AND RUNNING. JOE ALLEN STATED. TRYING TO GET THEM DOWN HERE TO FINSH UP.AND PUT THE BIG PLASTIC PIECE IN THE GROUND. ABOUT TRASH TRAP ASK JOE WORING ON THIS.

JOE STATED THEY FLlJSHED HYDRANTS FRIDAY AND HAD DROP IN PRESSURE. HAD PRESSURE TOTOWER BUT BELIVE VALVE SOMEWHERE DROPPED PRESSURE. HAD BUNCH CALLS WITH PEOPLE NOT HAVING WATER. GOING TO DO SOME VALVE EXERCISES SOON TO SEE WHERE THE PROBLEM LIES, MIKE SAID AFTER WE DO THAT TALK TO ROY LOWE. JOE SAID HER WOULD TRY TO BORROW ELECTRIC EXERCISER.

MAYORBROUGHTUPAPIECEOFPAPER THAT ABOB GAVEHIMON A SALMANDOR AND SAFETY HARNESS THAT HE HAS BEEN LETTING THE VILLAGE USE ASKED IF WE WANTED TO PURCHASE MIKE SAID DID WE NEED IT. THE BOARD SAID TO PAY FOR THE HARNESS BUT NOT THE

RECORD OF PROCEEDINGS Mjnutes of South Bloomfie] d Baord of Public Affairs Meetjng DAYTON LEGAL BLANK, INC., FORM NO 10148

Held __ ___JAp,__r_i_l _8-L., _2_0_08 ______ ----,---------,.---~20_ .. __ _

SALMANDOR. ASKED IF IN GOOD CONDITION AND IT WAS AND TO BE USED ONLY TO? NOT TO GO DOWN THE LIFT TRAPS.NOT TO BE USED OTHER WISE WITHOUT A TRIPOD. THE BOARD SAID TO SEE HOW MUCH HE WANTS FIRST.

JOE TOLD THE BOARD ABOUT THE COTRACT ON THE FARM LAND AND THE CONTRACT PRICE AND THE COUNCIL SAID IT WAS OKAY SO THEY WOULD PROCEED WITH THE CONTRACT TO RENT THE FARM LAND AT GET PRICE

. LATER. THE BOARD ASKED HOW MANY BIDS IT WAS STATED THE TOTAL BIDS WERE THREE.

MOTION MADE TO APPROVE THE CONTRACT ON FARM LAND BY MIKE CLINE SECONDED SHAWN COSTLOW RICHARD CARPENTER VOTE YEAH

TALK OF AUTO DIALERS AT THE MUD RUN STATION.TALK (ABOUT PHONE BILLS AT EACH PLACE) WONDER IF COULD HOOK UP WITH POLICE. JOE ALLEN STATED THE IT GUY WORKING FOR THE VILLAGE THOUGHT IT WOIULD BE POSSIBLE WILL CHECK ON THIS LATERWHEN WE GET MORE INFORMATION.

KENNY CORDLE TALKED ABOUT WIRELESS PROVIDER IN TOwN.

MENTION OF GAS DECTOR FOR MAN HOLES ASKED IF WE NEEDED ONE. WE DON'T HAVE ONE. SOMETHING TO LOOK AT FOR FURTURE USE. CHECK MORE PRICES. JOE LOOKED IN THE BLUE BOOK FOR ACTUAL PRICE THOUSAND AND NINETY FIVE FOR A CHEAP ONE. WE NEED TO LOOK INTO DOING THIS.

HA VE TO RAISE MUD RUN MAN HOLES. MENTIONED BY JOE. AND ONE BACK BY THE PONDS. NEED TO GET PRICING AND HA VE FOR THE NEXT MEETING TO SEE IF WE CAN START THIS PROJECT.

MOTION MADE TO ADJORN BY SHAWN COSTLOW SECONED BY RICHARD CARPENTER VOTE ALL YEAHS.

MEETNG WAS ADJOURNEB"8:15PM

MIKE CLINE PRESIDENT

KELLY ESTEP INCOME TAX CLERK

RECORD OF PROCEEDINGS Minutes of South Bloomfield Board of Public Affairs Meeting


Held. _ ___;_ _____________________ 20 __ _

No minutes taken for month's of May and June 2008

RECORD OF PROCEEDINGS Minutes of South Bloornf ield Board of Public Affairs Meeting


Held._--dJ..Y,.ul~11--7 -.b-226-.,~20~0-J.f=,8~---------------...----20_. ---

THE BOARD Of PUBLIC AFFAIRS MET IN REGULAR SESSION ON 7/22/08. HERE AT THE MUNCIPAL BUILDING. PRESENT AT THE MEETING WATER SUPER JOE ALLEN, PRESIDNET MIKE CLINE, MEMBERS SHAWN COSTLOW, AND RICHARD CARPENTER.

METERS TABLE TO NEXT MEETING GET NUMBER OF REMOTES VS. NUMBER OF TOUCH PADS.

NEED NUMBER OF SHUT OFF NOTICES AND LATE NOTICES

CHANGE LATE FEE

'NEED HOW MANY LATE NOTICES ARE REPEAT OFFENDERS HOWARE THEY NOTIFIEDED WHAT DOES IT COST TO PRODUCE THEM.

WHAT DOES LATE FEE PRODUCE IN MONEY AS FAR AS INCOME.

*ELECTRIC CONTROLLS ON SALT TANK PARTS THEY ARE ORDERED~

NEW TIMES AND DATES NEEDED REPORT TO HEARLD

(7 pm on the 4th Tuesday excluding the council meeting nights then the 5th in'that instance)

Send Reminder Cards to the group ( 5 working days prior to meeting)

Meeting adjourned.

RECORD OF PROCEEDINGS Minutes of South Bloomfield Board of Public Affairs


Meeting

Held_-A-14'~-""--'~---+f-11-1-*---------------~-20 ___ _ Augu3t 26, 2008

The Village of South Bloomfield Board of Public Affairs met in regular session on Tuesday, August 26, 2008. Present at the meeting were President Mike Cline; board member Richard Carpenter. Also present were Utility superintendent Joe Allen, Street commissioner Matt Pettibone, Mayor Rick Wilson and Kate Roese, clerk.

Minutes were read and corrected by the board. There was a request to purchase a battery operated golf cart by Joe Allen. It was decided to get some prices and one was purchased from Eagle Golfcarts in Lancaster for $2,275.00. They had the best price for the type of cart Joe wanted to purchase.

Richard made a motion to accept the minutes with corrections.

The subject of uniforms was brought up. We spent $2,872.32 on uniforms last year. Could we give allowance to employees for uniforms? We co:uld purchase T shirts with the village logo on them and let employees purchase their own pants. Richard feels that council approved the style of uniforms currently in use and we are stuckwith it.. The mayor says we could recommend a change. Joe says we could reimburse the worker or give them a village credit card. Richard wants to make sure money is spent on clothing. Mike made a motion to bring this up to council to do away with the current uniforms with a second by Richard. Kate asked about the policy for a new employee. It was decided to give them a ninety day probation before they would receive any thing.

The next order of business was free taps for Gary Northup. In the past, he was given so many free taps and he feels he has some left. These taps can be used at the park only. He wants to use this as a selling point for some property he has for sale. Kate needs to keep track of how many taps he has left.

Gary also wants to use property in the back for a gravel quarry. He would like access to Rt. 316 to let the trucks out. We would have to limit how deep he could dig because of our wells located back there. We could possibly negotiate a deal with him for well easement this way and some free gravel for the access road. We would need to test the water in the ponds to make sure it is ok. Richard feels safety is involved in building a stone quarry because of children in the area. Planning and Zoning should look into this. angle of it ..

5uu ... e .. t-W e have a permit to install from Southside Development for~ lines on the riorth side of Rt. 316.

Nothing has been decided on replacement meters yet. Joe did not receive information he was waiting on at this time. It noted there are 200 remotes out of 700 meters, all the rest are touch pads.

Tara's report on late fees was brought up. There is an average of 146 accounts that are late, with 53 of these in Scioto Estates. There is an average of 120 shut offnotices mailed at the cost of $40.00. There is an average of 20 notices hand delivered to the residents for the cost of $147.00. The average amount brought in for late charg~s is $1278.00.

RECORD OF PROCEEDINGS Minutes of South Bloomfj eld Board of Public Affairs Meeting


The water line at phase one of Maronda homes is too shallow. The lines on Scioto Landings Blvd. are covered with less than a foot of dirt. This was approved in 2002 an the lines need to be covered before winter. The bond money has already been released. We are not sure how this happened. Mike feels Maronda has been moving too much dirt around after the fact and has caused this. There have been some new lines approved with taps in the back yards. Joe was told this would not happen and will not approve this. The rules need to be changed concerning tap heads to be in the front yard We need to make recommendations to Planning and Zoning concerning this ..

Matt wonders if it would help to have Dale Hoover at our meetings. If things get tied t< P & Z he could give us information. Mike made a motion to stipulate guidelines for sewer and water taps to our connections. There was a second by Richard. This needs to be controlled in the planning stage. We need Eric to work on this.

The school project was brought up. We feel there should be a joint meeting for Planning and Zoning and BPA on this. We have several issues that both cori:illiittees need to approve. The school is a big project and it needs to be done right.

The mayor has a resident asking if there is a deposit on water meters. Home owners are not required to pay a deposit. They purchase a meter but it is always the property of the village. If it needs replaced, through no fault of the homeowner, the village has to replace it.

Matt has an idea for our village to process waste water from his plant at Cal-can. Right now a farmer takes part of it and processes it to feed his hogs. The rest of it goes to the Columbus sewer plant. We could possibly do this.

Ashville is hunting more sewer capacity. EPA has told them they must _expand. We have offered to run a line butthey do not want it. Their problem is when it rains the capacity goes through the roof. Matt wonders if we could run lift stations and lines for them. Mike says this has been discussed before and all Ashville wants is. a water district. We don't want to give up control of our utilities. Also, do we want to give up capacity? If Berger ever builds we would need it. Mike is willing to discuss this again.

Joe is wondering if we are going to hire a new meter reader? It was decided to continue with Joe and Bob at this time.

Rick made a motion to adjourn the meeting with a second by Mike.

Meeting adjourned at 9:25 pm.

MICHAEL CLINE, PRESIDENT

KATE ROESE, CLERK

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RECORD OF PROCEEDINGS Minutes of South Bloomfield Board of Public Affairs (special meeting) DAYTON LEGAL BLANK, INC., FORM NO. 10148

The South Bloomfield Board of Public Affairs held a special meeting on Monday, September 8th at 7:00 p.m. at the Municipal Building. Present at the meeting were President of the Board, Michael Cline and Board Members, Richard Carpenter & Shawn Costlow. Also present were members of the Planning & Zoning Committee, Kelly . Beatty, .Ed Young,.JeffFairbanks, Matt Pettibone, Zoning Inspector, Dale Hoover. Daniel Huggett and Mayor Rick Wilson were also present

. Mayor Wilson called the meeting to order at 7 :06 p.m.

Teays Valley_School water lines were first on the agenda_ of this meeting. There is less feed and less trouble by connecting in the back (Hutchison Street and the south siqe of Bloomfield A venue). These are the recommendations given by-the Board to the school. This is to avoid going under and over the sewer lines. Mayor. WiISon stated the engineer had no problem with the school plans as is. The questions were, does the Village have the right to ask this since it is private property. The answer was "no", but water is the Villages problem and this could be a big mess down the line, not to mention the fire line also crosses the waste water lines. The Village does have the right to decline the plans and have them do what we recommend. It would be cheaper and easier to_ hook on in the back and easier to control if a problem like the sewer line breaks. Ohio EPA regulations state the water and sewer lines have to be ten feet apart from each other also. Kelly Beatty recommended that we should use our mapping system and give them the reason why it would be better for them to do it the emendated way and give them all the information. When the Village sent the recommendations, we did not receive a reply. When the newest set of plans came in, there weren't any changes. Mayor Wilson decided we should have this meeting with both boards to see the next step of action. The board decided that the Village should contact or send Ruscilli a letter to inform them as to what we recommend (not to hold them up and be nice on our part) This will also save compaction, possible pipe problems if the sewer lines have to be dug up every time they cross. (We don't want to dig around the sewer lines. We will have problems). Map, something from the Ohio EPA and a letter with very precise details of potential problems, etc., also with a deadline.sent to Ruscilli aka, their engineer. The Board then decided that instead of wondering if they received the information, it would be better to- set up a

meeting~ Dale Hoover brought up the fire suppression line that they had extra . connectors.

Rick Wilson made the motion to set and meet with Ruscilli to discuss the water and sewer feeds. Ed Young seconded. Vote all yeas. (from each board) Mayor Wilson stated he would call and set up the meeting ..

A discussion was held on Arby' s regarding the one inch water line. (paying to install the line). Their plumber states a tWo-inch line unless he changes the plans. The size of that meter will work with the one inch, but ifhe decided later to go bigger, they will have to change the meter also. Negotiating this line and the price is the major concern. The taps size difference and the capacity size was brought up.

Meeting

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t.) i RECORD OFPROCEEDINGS

Minutes of Village of South Bloomfield Board of Public Affairs Meeting


It was noted that the Village needs to be consistent across the board for future business. They need to have any negotiation in writing, but not in the ordinance, except for the upgrades and/or credits for upgrade7

Rick Wilson made a motion to adjourn. Seconded by Kelly Beatty. Vote all yeas.

Mike Cline, President

. . Kelly Estep, Income Tax Clerk

RECORD OF PROCEEDINGS Minutes of Jv7-t11aO'h rvF 8 :1:oi.. B, .c 1 ~ B ~ .c i-1

..L:t:r o~ vr OUrni,oomr:teiuoaru Or PUuiie Affairs DAYTON LEGAL BLANK, INC., FORM NO. 10148

The Village of South Bloomfield Board of Public Affairs met in regular session on Tuesday, September 23, 2008. Present at the meeting were President Mike Cline and board member Richard Carpenter. Also present were Mayor Rick Wilson, council man Matt Pettibone, Utility Superintendent Joe Allen and Kate Roese, clerk.

Minutes were read and corrected by the board. The South Side Development Company is putting in sewer lines, not water lines.

Richard made a motion to accept the minutes with corrections. There was a second by Mike, minutes stand as corrected.

Richard brought up the subject of hiring a meter reader. Joe feels that he and Bob are too busy to do this. He feels it pulls them off important work. Richard also wants to commend Joe and Bob for the work they did during the power outage. The Mayor feels things are more stable and we could possibly hire a new meter reader now. Why can't we keep a meter reader? Is the money too low? Meters have to be read on certain days, no matter what. There was a discussion on possibly raising the salary of the meter reader.

The next thing was billing from a master meter. Mike feels we should set a limit of units (15) before there has to be a master meter installed. The cost would be prohibitive to install a master meter for a few units. Mike made the motion to start the master meter billing at fifteen units and above. There was a second by Richard, moti.on carried.

The home owner at 5027 S. Walnut Street is questioning th.e' cost of a water meter; he is converting to the village water system from a well. Years ago he paid a certain amount for this. Mike stated that the money paid then was put in the general fund and not accounted for. Therefore, everyone has to pay for a water meter.

It was discovered that Starbrite Auto Sales was not paying for water on one side of their building. After further investigation, it was found they have only been paying the minimum amount of water since April 2007. We will give him until the middle of October to put in a meter. There will be no criminal charges brought because they have been paying the minimum amount monthly. However, they are behind on their bill in the amount of $243.96. After we get the new meter in, we will address the issue of back billing. If you don't hook up for the water you are still billed the minimum amount of $54.00 per month for sewage. Correction, the minimum amount is $39.00. His water will be shut off if the overdue amount is not paid in a timely manner.

A resident is requesting forgiveness at 148 Oak Manor. 59,500 gallons of water went through the meter in July because of a water leak. In the past we have given forgiveness for the sewer amount only. Richard would like to help her out with this situation. Mike feels we have to be consistent with all residents. Joe sugg('.sts we charge for water only and set it up on payments. This was agreed on with all parties.

We need to test the pond water in the two ponds behind the mobile home park before they do anything back there. It needs to be tested before and after it is cleaned up. Gary should pay for this. We need to pull a sample like a well sample. we need to set up regulations before he starts digging. We also need an easement agreement.

Eric Clark suggested we adopt the Columbus standards for utility connections. It would be cheaper and easier for us to adopt their specifications then to try to set up our own. We could be in amendments on anything concerning bends in the lines.

The generator building should be done soon. The generator is back there waiting to be put in the new building.

The mayor will be talking with Russilli tomorrow concerning water and sewer lines for the school.

Meeting

RECORD OF PROCEEDIN.GS Minutes of Villag@ of South Bloomfi@ld Board of Public Affairs Meeting

DAYTON LEGAL BLANK, INC:, FORM NO. 10148

Held~~Se~p_t_e_mb_e_r~2_3~,_2~0~0~8-'--~~~~~~~~~~~~~~~-20~~~-

The water line break at McDonald's turned into being a problem with their sprinkler system. We shut off the system for them. Bob and Joe spent two hours each ori this. We will bill them for their time.

We have been inspecting grease traps in the commercial buildings. Subway and Dairy Queen have not responded yet. We need to check on the ordinance on this.

Arby's will be installing a 3" tap line to their property line, running a 2" line to the building with a capacity charge based on a 1" line. Mike feels they should pay for a 1 Yz" line capacity charge. If they want a 1" line, then they tap in with a l" line.

Richard made a motion to adjourn, with a second by Mike.


Next meeting on Tuesday, October 28, 2008.

.. . ~ f (_~~ ~&. ~-~reident

Kate Roese, Clerk/Treasurer

RECORD OF PROCEEDINGS Minutes of ViJ J age of So11sth Bl oomfi e] d Board of Public Affairs


The Village of South Bloomfield Board of Public 1'ffairs met in regular session on Tuesday, October 28, 2008. Present at the meetingiwere President Mike Cline, board members Richard Carpenter and Shawn Costlow. Also present were Mayor Rick Wilson, council man Bill Carl, Utility Superintend~nt Joe Allen, citizen Michelle Miller, Woodie and Tammy Blanton and Art from Scioto Estates and Kate Roese, clerk.

The meeting started with the pledge.

Minutes were read and accepted by the board with ~ motion by Mr. Carpenter. Michelle Miller has come to the board because she :can not pay her utility bill .. She would like to set up a payment plan. Richard made a motion for the board to go into executive session with a second by Shawn to discuss Ms. Miller's problem.

Mr. ~arpenter made a motion with a second by Mr.: Cline to come out of executive session.

The next thing to be discussed was the master mete~ at Scioto Estates. Any private property with over 15 connections will go to a master meter reading only. Art feels that we did not give them adequate notification concerning this matter. After some discussion it was decided to turn the meter reading /over to the park after the December, 2008 readings. The village has agreed to let Scioto: Estates borrow the scanner to read the meters until they can purchase one. The purpo~e of going to this for the village is people move and do not pay and the quality of water in the park is not as good as the rest of the village. This makes the park responsibl~ for the water once it is past the master meter.

Mr. Allen noted he had a meeting with Ruscelli and got the sewer and water lines the way the village wanted. He recommends we acceJ)t the $24000. 00 to do work and then back bill the contractor. ~ .. Mr. Allen stated the generator building should be finished by Christmas. There is no problem with the lift station at the rest area. The salt tank heater should be repaired on Thursday. .

The village would like to start buying new meters with a scanner that stores the information and then down loads it to Tara's computer. It was also suggested we need a contract with Scioto Estates concerning use of the ~canner. The length of time they may borrow it and liability if they break it. Richard made a motion for this wlth a second by Shawn. ' .

Shawn feels people should not have to come in to (jl meeting and spill their business. Richard feels we should go into executive session with each one of them. It was also suggested to have a separate .time during the mont~ for people to come i: and request help with their utility bill. ,

Meeting ended at 9:40 pm.

Next meeting will be on Tuesday, November 25, 2008.

~l.z~ ~resident Kate Roese, clerk

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Meeting

RECORD OF PROCEEDINGS Minutes of Vi 11 age of South Bl oornfi el d Board of Puhl ic Affairs Meeting


Held November 25, 2008 20 __ _

The Village of South Bloomfield Board of Public Affairs met in regular session on Tuesday, November 25, 2008. Present at the meeting were President Mike Cline, board member Richard Carpenter, Mayor Rick Wilson, Art from Scioto Estates and Kate Roese, clerk.

The meeting started with the pledge.

Minutes were read and accepted by the board with a motion by Mr. Carpenter.

Art from Scioto Estates started the meeting. He stated if clarity of the water was the issue for going with a master meter, they would put in flush valves at the park. He feels we did not give them enough notice to change to this. Mr. Cline responded that it is a done deaL Flush valves would help, but the lines are too small to flush properly. All new 6" lines are needed. Mr. Cline will take his fears back to council and see if we can give them extra time or help in this. Mayor Wilson stated they could possibly sub-contract with Tara and our meter reader. Our meter reader has already agreed to read their meters for them. Mr. Carpenter states we will help anyway we can. Art will get Pam on the billing tomorrow and let us know when they are ready.

Kate was wondering what to do when we receive a bad check for a utility bill and get no response.from the writer. She was told to write a letter tomorrow and state that if they do nothing to correct this, the water will be shut off on December 3, 2008.

Tara feels we need to state in the new utility contract that we must have a 25% first payment to enter into the contract. They must make payments in 25% increments until paid in full and can not enter into another contract until this one is paid. in fulL

Mr. Carpenter is hoping the new administration will have some grants available for villages. Storm sewers will probably be the next thing required by the government. A sidewalk from South Bloomfield to Ashville on Ashville Road would be nice.

Mayor Wilson was complimented on his work on the water and sewer rates.

Council was deadlocked on this again. We need to increase rates as soon as possible. It's been a year since we started talking about this.

Mayor Wilson wonders if we should adopt Columbus standards on connecting into utility lines. We need to have standards before a building is started.

Jim Welch, our water operator, states we need security lighting at the water plant. We need lights that shine down so they do not disturb the neighbors.

Joe Allen passed his water test.

Have we checked the pond water on the Northup property? Mr. Cline will check with Joe on this.

Have we checked on a new billing program for water and sewer? Mr. Clines states the cost is too prohibitive at this time.

We need a service contract for anyone delivering products to the village. Kate was given a list of vendors and will check with Joe on others. She will write up a.contract and mail one to each vendor.

The board congratulates Joe for passing his test.

Mr. Carpenter made a motion to adjourn with a second by Mr. Cline.


RECORD OF PROCEEDINGS Mfoutes of Village of South Bloomfield Board of Pi ihl i c Affairs Meeting


~z~ MfkeCliI1e: president

Kate Roese, clerk

January 8, 2008February 12, 2008March 11, 2008March 20, 2008April 8, 2008May 2008June 2008July 22, 2008August 26, 2008September 8, 2008September 23, 2008October 28, 2008November 25, 2008

BPA Meeting Minutes - All of 2008 - Village of South Bloomfield

Documents

Transcript of BPA Meeting Minutes - All of 2008 - Village of South Bloomfield